Your Guide to Hiring Local Landscaping Companies

verbal promises that vanish. These mishaps cost homeowners time, money, and peace of mind.

This guide provides a straightforward checklist tailored for our region. We'll walk you through how to verify licenses and insurance, inspect past work, ask the right questions, spot red flags, and secure transparent, itemized bids.

Follow these steps to protect your property, avoid surprises, and hire a team that delivers consistent, high-quality results. We'll show you exactly what to check for, what to refuse, and the simple safeguards that separate reliable crews from the rest.

Quick Hiring Checklist: The Non-Negotiables

Before you even schedule a site visit, use this checklist to screen potential local landscaping companies. If a contractor can't provide these items, it's a major red flag.

• Certificate of Insurance (COI): A minimum of $2 million in Commercial General Liability (CGL), naming you as an "additional insured."
• WorkSafeBC Clearance Letter: A current letter confirming the company is in good standing.
• Business License: A valid license for their city or region (e.g., Campbell River or Comox Valley).
• Written Warranties: A minimum 1-year plant warranty and a clear maintenance handover plan.
• Itemized Estimate: A detailed quote with specific quantities (e.g., square feet, linear feet, plant counts).

For example, a side-by-side bid comparison for a Campbell River project once revealed one bid was missing plant counts entirely. That's an instant rejection. Don't proceed until you have checked all these boxes.

Step 1: Verify Licenses, Insurance, and Certifications

Solid verification is your first line of defense against liability issues and headaches. Always run these three essential checks before moving forward.

• Confirm Business Legitimacy: Ask for the company’s exact legal name and municipal business license number. If you're ever unsure, call the issuing office to verify. For instance, if a Comox Valley paver installation is quoted under a numbered company, confirming the license is a quick and crucial step.
• Check Insurance and Worker Safety: This is non-negotiable. Request a COI showing at least $2 million in liability coverage with you listed as an additional insured. Also, ask for a current WorkSafeBC Clearance Letter and verify it on the WorkSafeBC website. We once had a contractor’s COI list an old insurer—a quick call confirmed the policy was no longer active.
• Look for Trade Certifications: Reputable companies often hold certifications from groups like the IIABC (for irrigation), BCLNA/CNLA (for landscape professionals), or Red Seal (for specific trades).
• Assess Permit Awareness: Ask a simple question: "Who pulls the permit?" Confirm who is responsible for handling BC 1 Call and other digging permits. For a soil-disturbing cleanup on Quadra Island, for example, we always confirm BC 1 Call was completed beforehand.

Request PDF copies of all documents and verify them the same day.

Step 2: Ask Targeted Interview Questions

Vague answers often hide future delays and extra charges. Ask focused questions and listen for specific, confident replies.

• Project Fit and Local Experience: "Have you completed similar projects in our area? What is your current start window?" A good answer sounds like: "We've installed five patios in the Comox Valley this year, and our start window is currently 2–3 weeks."
• Scope, Timeline, and Subcontractors: "What is your typical crew size for a job like this, and do you use subcontractors?" If they use subs, they should provide their names and confirm they are also insured.
• Quality and Warranties: "What is the warranty on your work and plants? Who performs any warranty repairs?" A professional response would be: "We offer a 1-year plant warranty, which includes a startup visit and two quarterly check-ins."
• Communication: "What is your policy for responding to calls and emails?" A one-business-day response SLA (Service Level Agreement) is a green flag, especially if they put it in writing.

Document their answers. Next, it's time to verify their claims.

Step 3: Inspect Past Work and Check References

Photos can be misleading. Whenever possible, see a company's work in person and speak to their previous clients.

• Site Visits: Ask to visit projects that are 3–12 months old. This allows you to check plant health, the integrity of edging and joints, and how well drainage is working.
• Reference Checks: Call 2–3 recent references and ask about the crew’s cleanliness, communication, timeliness, and how they handled any final adjustments (the "punch list"). A reference confirming a clean warranty claim process is a great sign.

Step 4: Recognize Red Flags That Mean "No-Go"

Some signs are clear indicators that you should walk away immediately.

Green Flags vs. Red Flags

Green Flags (Signs of a Pro)

• Provides COI & license upfront
• Itemized, written estimates
• Clear payment milestones
• Professional, marked vehicles

Red Flags (Warning Signs)

• Cash-only deals or pressure to pay cash
• Vague, one-line quotes
• Large upfront deposit requests (over 30%)
• Unmarked vehicles and no PPE

Step 5: Demand Transparent, Itemized Bids

Lump-sum quotes make it impossible to compare offers accurately. Always insist on a line-item bid.

An itemized estimate should include:

• Quantities: Square footage, linear feet, and plant counts.
• Materials: Specific brands and product specs.
• Labor & Equipment: Hours and rates.
• Other Costs: Disposal and permit fees.
• Payment Schedule: Milestone payments and a final holdback (typically 5-10%).

We use a simple matrix to compare bids objectively, weighting factors like scope, timeline, and warranty. Ask potential landscapers if they provide a comparison sheet; it’s a strong signal of professionalism.

Step 6: Secure a Contract That Protects You

Vague contracts lead to disputes. Your contract should be a clear, comprehensive document that includes these must-have clauses:

• Detailed scope with quantities
• Start and end date windows
• Milestone payment schedule with a final holdback
• A formal process for change orders (in writing!)
• Warranty terms and conditions
• Responsibilities for permits and BC 1 Call

For coastal BC projects, a weather clause is also smart, outlining how reschedules are handled.

Final Thoughts

Hiring one of the many local landscaping companies in our area doesn't have to feel risky. By following these steps, you can confidently choose a professional partner who will deliver quality work and stand behind it.

Prioritize verification, demand itemized bids in writing, and trust your instincts when you see red flags. These practices protect your property, your timeline, and your budget.

Ready to hire with confidence? At Dream Team Landscaping, we provide transparent quotes and professional service from start to finish. If you're in Quadra Island, Campbell River, the Comox Valley, or surrounding areas, we’re here to help.

Contact us today for a free consultation, and let's bring your landscaping vision to life.

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